Website Document Management System Proposal

Prepared by: West Michigan Technology and Design Solutions (WMTDS)

Client: Clark Hill

Overview

WMTDS will design, host, and maintain a secure WordPress-based Document Management System for Clark Hill. This system will allow for easy upload, organization, and controlled access to documents for internal use and for Clark Hill clients.

The website will be built using WordPress with a custom implementation of Document Library Pro, providing powerful document categorization, search, and permissions-based visibility. Sub-sites will be branded for Clark Hill’s customers, offering a professional, user-friendly experience.

Key Features

WordPress Platform (Divi Framework)

Built using the Divi Theme for flexibility and long-term scalability.

Fully responsive and mobile optimized.

 

Document Library Pro Integration

Organized libraries for files, contracts, and resources.

Searchable by category, keyword, or tag.

Permission-based access for internal or client users.

 

Sub-Site Branding

Individual client-branded portals for specific document libraries.

Unified dashboard management from the main Clark Hill admin panel.

 

Accessibility Compliance

Website and document system will comply with WCAG 2.1 accessibility standards to ensure usability by all users.

 

Document Upload Options

Clark Hill team members can upload documents directly, or they can be securely sent to WMTDS for upload and management.

WMTDS will assist in initial document loading as part of the project setup.

 

Hosting and Infrastructure

Hosted on dedicated local WMTDS servers in Grand Rapids, Michigan.

Redundant mirrored backup servers.

99.999% uptime and monitoring every 5 minutes.

Nightly backups to three remote locations.

 

Performance & Optimization

Hardware caching for maximum speed.

Optimized for SEO and AI consumption for enhanced indexing and discoverability.

 

Security

Encrypted SSL connections.

Managed WordPress security suite and firewall.

Daily malware scans and updates.

 

Concierge Service

Send updates or new uploads directly to WMTDS via email for same-day posting.

Optional staff training for internal content management.

 

Facebook & Social Integration

Integration to display the latest Clark Hill Facebook posts directly on the website, allowing even non-Facebook users to stay up to date.

 

Staging Environment

A staging website will be set up for review and approval before launch, allowing Clark Hill to track progress and request changes in real time.

 

Timeline

  • Estimated Completion: 1–2 weeks

  • Includes setup, migration, document loading, and review/approval process.

Pricing

  • New Site Creation: $9,000 (includes initial setup, design, document import, and training)

  • Annual Hosting, Maintenance & Management Renewal: $4,500 per year

    (All-inclusive: hosting, updates, monitoring, backups, optimizations, and full support.)

Local Partnership

All hosting, management, and meetings will be locally based in Grand Rapids.

Our team is available for on-site visits, local consultations, and remote support 24/7/365 via text, cell, or email.